HomeMy WebLinkAbout18 - Civic Center & Park Project Close Out Accounting_Agreement_BAe �EwaoRr
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Agenda Item No. 18
June 11, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Stephen G. Badum, Assistant City Manager
949 - 644 -3002, sbadum newportbeachca.gov
PREPARED BY: Stephen G. Badum, Assistant City Manager
APPROVED: � 0.
TITLE: Civic Center & Park Project Close Out Accounting
ABSTRACT:
This item begins to close out the Civic Center and Park project. Funded in large part via
$123 million certificates of participation issuance, the remainder of the project's funding
includes reserve and special funds set aside for this purpose, including from the
Facilities Reserve. In terms of hard construction cost, the project is at about $112.8
million, and a $139.9 million total cost, starting as far back in 2009 as the selection of
the BCJ Concept Plan. The City has accounted for this 5 -year project on an
incremental basis, amending the construction contract over time as phases were added.
The project itself is now practically complete, with only a handful of outstanding issues.
RECOMMENDATIONS:
1. Approve the increase of project contingency from $1,623,000 to $6,500,000 and
authorize the City Manager and Project Manager to negotiate additional project
changes in the amount not to exceed $4,877,000.
2. Authorize the Mayor to execute an amendment to the PSA with Bohlin Cywinski
Jackson, increasing the original contract by $579,670 to a revised cost not to exceed
$4,994,357.
3. Approve Budget Amendment No. 13BA -046 appropriating $6,856,670 from the
unappropriated Civic Center fund balance to Civic Center construction and design
accounts as follows: $6,277,000 to account number 7410- C1002030 and $579,670
to account number 7410- C1002009.
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Civic Center & Park Project Close Out Accounting
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FUNDING REQUIREMENTS:
There are sufficient resources on hand in the Civic Center, Capital Project fund
DISCUSSION:
After five years of planning (including more than 45 planning meetings), design,
permitting and construction, the Civic Center and Park project is substantially complete.
This month, the construction team will complete the building and park commissioning
process and finish the final "punch list" items.
Staff recently received some good news related to the project's Leadership in Energy
Efficiency and Design (LEED) application process. Though our initial goal was to
achieve LEED certification at the silver level, the project is currently on track to earn a
LEED gold certification. If it is indeed certified as "gold ", the new City Hall would be in
the top one percent (1 %) of buildings nationwide in terms of its energy efficient design.
Following the design process, the original construction contract envisioned a 24 -month
construction period from start to finish. While the project was substantially finished in
January 2013, the final completion date has been extended to June 2013. This is due to
various factors including material delays, scheduling conflicts, weather, and the overall
complexity of the project. The additional time required resulted in increased costs to the
contractor, C.W. Driver (CWD), for general conditions — defined on page 3 of this report
- and for providing construction administration support costs for the design team, led by
Bohlin Cywinski Jackson (BCJ). Additionally, the project has experienced an industry-
average number of contractual changes (about —6 %) for Building Code compliance,
unforeseen changes, design enhancements and items omitted from the original contract
plans.
Project Changes
Before the City entered the project's construction phase, the project team and City
Council deliberately set an ambitious goal of keeping contingencies at 2.5%
($2,623,000) of the total construction cost. However, the City later decided to use a
large part, $1 million, of that contingency amount to add the pedestrian bridge over San
Miguel Road to the project's scope of work. The Council approved the bridge addition
as it is an important connection between the two park parcels and will help to keep
traffic moving along San Miguel by reducing street -level pedestrian crossings. The
addition of the bridge reduced the contingency fund to $1.6 million.
Despite considerable effort and oversight, the amount of contract change orders went
from the initial goal of 2.5% of the total construction cost to about six percent (6 %)
(projected). Six percent is a much more typical contingency amount for a construction
project of this magnitude. To help put the contingency amount in perspective, there are
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Civic Center & Park Project Close Out Accounting
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currently 750 project changes and most of those are under $10,000 each. The current
change order projections are categorized as follows:
Change Order Category
Amount
% of Total
Building Code / City Requirements
$730,000
11.2
Unforeseen Conditions
$470,000
7.2
Design Enhancement
$1,000,000
15.4
Design Omission
$4,300,000
66.2
TOTAL
$6,500,000
Staff intends to continue negotiating down the cost of the requested changes, but is
requesting that the City Council authorize the increase of the project contingency from
$1,623,000 to $6,500,000. A final list of approved change orders will be presented to
the Council upon submittal of the formal Civic Center Completion Report in July.
Construction General Conditions
As previously noted, CWD has continued to provide "general conditions" for the project
on a time and materials basis. General conditions typically include the fixed costs for the
construction field office (including construction trailers, office equipment, portable
restrooms, copiers, computers, telephone and equipment), personnel to staff the
project (including superintendent, inspection and support staff), and the coordination
with the architect team, subcontractors, and City representatives. To help reduce these
costs, CWD's construction management staff was downsized in early 2013 and the
construction trailers and fencing were removed. CWD's project office is temporarily
located in the new Training Room / Command Center. The additional cost for the
extended general condition period is estimated to be $1,400,000 (January 2013 thru
June 2013). City staff is currently negotiating with CWD to reduce these costs. A final
amendment to CWD's contract will be brought to Council for review in July.
Construction Support Services
On November 24, 2010, City Council approved a Professional Services Agreement with
BCJ for construction administration support services for the Civic Center and Park
project. Several amendments to the agreement, adding to the original scope of work,
have been executed. The original contract envisioned a 24 -month schedule, ending in
December 2012. The current contract is for work on a time and materials basis at a cost
not to exceed $4,414,687.
To help keep the construction project on schedule, and after discussions with the
Building Committee, staff authorized additional scope changes which are being
proposed as a final amendment to BCJ's contract. The items of work include:
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Modifications to the San Miguel Pedestrian Bridge Design. The elevator tower was
originally designed to be a standard concrete finish. At the direction of the Building
Committee, BCJ investigated several alternative finish treatments and a zinc metal
clad option was chosen. The cost of the work includes revising plans details and
structural dimensions and totals $22,675.
• Alternative Landscape Feature. The project originally included a Patrick Dougherty
willow sculpture within the park at the intersection of the pedestrian paths. The City
could not reach a contractual agreement with the artist and it was decided to replace
the sculpture with a landscape feature - a 108" box Coastal Live Oak and assorted
rock boulders. The design cost for the new feature is $9,960. The construction cost
was offset by the savings from for the original willow sculpture.
• Library Clerestory Modifications. The City Council recently approved a construction
contract amendment to repair and rebuild the Central Library's existing clerestory
windows to cure a long- standing problem with leakage during rain events. The cost
to design and prepare plans for this repair work is $28,760.
• Additional Project Signage. During the course of the work, staff made several
building changes due to ongoing staff reorganization. These changes necessitated
reworking of the signage plan. Staff also added signage to the back side of the
Customer Service Center kiosk. The sign will serve as the building's commemorative
plaque. The cost for these changes is $11,125.
• Additional Landscape Architect Site Visits. The original travel allowance for BCJ's
landscape architecture consultant, Peter Walker Partners (PWP), included 33
"person trips ". Due to the pace of the construction project and the need to review
smaller segments of work and rework, additional site visits are required to ensure
the quality of the completed project. Up to 17 additional person trips are proposed at
a maximum cost of $69,000.
• Additional Architect Fees. The contractual term for Construction Administration and
Support services by the BCJ team ended in December 2012. Extending the
architects involvement in the project has been critical in ensuring the quality and
functionality of the completed project. Staff has negotiated with BCJ to extend the
firm's services to project completion. The architects' hourly rates have been held to
previously negotiated levels and a reduction in fee has been achieved. The
proposed fee of $315,000 includes this reduction and holds current hourly rates.
• Additional Architect Expenses. This item represents the additional travel expenses
and reimbursable items in connection to the extended construction administration
and support services. The cost for these expenses from January 2013 through
completion is estimated at $123,150.00.
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More about Extended Fees
The original contract with BCJ for construction administration and support, including
expenses, was $4,414,687 for a 24 -month term, or $184,000 per month. The proposed
cost of the extended services, the period from January 2013 to project completion, is
$438,150, or $87,600 per month. BCJ representatives acknowledge that these
additional expenses are a concern to the City and have made substantial efforts to trim
and contain their firm's costs.
The proposed amendment to the BCJ contract for the services listed above is $579,670.
The work will be billed on a time and materials basis. The amended contract will expire
in June 2013. With the approval of this amendment, the total, not -to- exceed cost will be
$4,994,357.
Overall Civic Center & Park Budget
Including the project changes and extended construction support and administration,
the total cost of the Civic Center and Park project is currently approximately $140
million. This total cost falls at the high -end of the formal estimates we gave to the
community and the Council in late 2010 (with a slightly lower inflationary escalator
estimate than actual inflation since that time). At that time, staff was hopeful that we
could bring the project in below $140 million. Had we succeeded in completing the
project in December 2012 as planned, the total project cost would have remained well
below that target.
Project Costs To Date Amount
Soft Costs
Architectural Design $ 15,749,288
Design credit - SCE Savings By Design (261,150)
Environmental Documentation & Monitoring 686,235
Project Management 3,243,895
Soft Costs Total = $ 19,418,268
Hard costs
Construction Contract $ 104,998,344
Contract Change orders (projected) 6,500,000
FEMA reimbursement for storm damage (65,005)
Extended General Conditions (projected) 1,400,000
Hard Costs Total = $ 112,833,339
Ancillary Costs
Contract Plan Check/Building Inspection $ 1,426,285
Contract Material Testing and Special Inspection 1,309,608
Fixtures, Furniture, & Equipment (City Hall & library) 2,952,469
OCIP Insurance Program (estimated) 2,000,000
Ancillary Costs total = $ 7,688,362
Total Project Cost to date = $ 139,939,969
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Several items in the above list were purposeful efforts on the City's part to construct a
park and civic center that is community- friendly, built to last, and built to save resources
in the long run. These include:
• The site itself involved a months -long, $8- million excavation project to lower the
council chambers, the community room, the city hall and parking structure below a
view line that protects the public views of the ocean and harbor from MacArthur
Boulevard. This excavation took six months and removed over 21,000 truckloads of
dirt from the site.
• Early on, the City chose to combine the design team and the construction
management firm. The City, CWD and BCJ worked side -by -side as soon as the BCJ
concept was selected in 2009. While this increased some soft costs, we believe that
it saved money in the long run, by conducting early constructability reviews with the
architects and CWD.
• The City included a significant stormwater capture program that extends all the way
to the side of the Central Library, catching and naturally treating the site's
stormwater and urban runoff before it enters the bay and ocean. Given how critical
water quality is to the community, this was a vital addition to the project. It added
about $2 million to the total project cost.
• The City Hall building's design includes energy- efficient features that take advantage
of the Newport Beach climate. Features such as the raised -floor system, the
operable and automated windows, and the automated blinds, help to reduce energy
costs. For example, the raised floor allows us to cool interior air to only 65 degrees
Fahrenheit, rather than the typical 55 degrees. The pending LEED Gold certification
shows that we are exceeding our initial energy conservation and sustainability
targets, and as a result, are likely to have significant utility cost savings in the long
run. In fact, the SCE Savings by Design energy modeling shows that we can expect
31 percent savings (approx. $70K/year) over a non -LEED building. Since the
majority of our former City Hall was built before energy efficiency requirements (pre -
1978), we expect actual savings to significantly exceed the projected savings. The
additional "one time" construction cost to attain LEED Gold certification for our Civic
Center was $839,000, after incentives. That additional cost will be paid back through
energy savings in less than 13 years and the continued energy savings will result in
millions of dollars over the life of the building. For example, the net present value of
the savings over the next 50 years will be approximately $2.4 million, assuming the
energy savings escalates at 3% per year and all cash flows are discounted at 3 %.
• The City added extra checks and balances to our inspection programs. Note that the
Contract Materials Testing and Special Inspection line items above account for $1.3
million in cost. This was done given the water intrusion concerns of the site, as well
as the amount of steel that the building contains. Expert waterproofing inspection
and steel inspection should add significantly to the life of the project.
• We decided to outsource plan check and building inspection for this project. This
amount, more than $1.4 million, allowed our in -house plan checkers and building
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inspectors to keep doing residential and commercial projects for our constituents in
Newport Beach instead of delaying our customers' projects for this municipal project.
• We added an extra layer of insurance protection, knowing that the excavation and
sensitive construction of this project could have been problematic. Things generally
went quite well and we are thankful for that. However, just in case something went
wrong, we used an Owner - Controlled Insurance Program (OCIP), even as the
contractor included some level of insurance as well.
A reconciliation of contracts would show that we purposefully placed some non - project
costs into the overall Civic Center contracts to take advantage of the on -site
construction management, inspection, and insurance.
The major item here was the approximately $1.5M repair of the Central Library.
Following its construction in 1992 -1994, rain water leaked into the north side of the
Central Library during significant storm events. As a result of this project and opening
the north side of the building to add the second Central Library entrance, we discovered
that the 20- year -old clerestory windows were not constructed nor installed correctly.
We also found that the stairwell was not built per plan and that the second floor wasn't
level in all places. These issues obviously needed to be corrected. This remedial work,
including design costs, was added to the Civic Center contract.
Other equipment/furnishing expenses and $830,000 in information technology
improvements were also included in the Civic Center construction contracts. Each of
these expenses related to products and purchases intended for the "old" city hall as a
part of routine upgrades to IT (such as a new data center) and equipment/furnishings.
Concluding Thoughts
As we look back on this important community project, there are, of course, some things
we would have done differently. Overall, however, we think that many things ended up
being beneficial to the community's significant investment in its Civic Center. Here are
some of those items:
• The private- sector management model for this public project worked, though it had
its challenges. The open -bid process for all of the project's sub - trades — held in
December 2010, was competitive and went well. Nearly all of the selected vendors
were high - quality, competent vendors. We had real experts with us at BCJ and
CWD, and they were successful in navigating the tensions that exist between
designers and contractors, as well as in troubleshooting issues the community will
never see, yet that saved project resources.
• We moved quickly in 2009 and 2010 to get out to bid to take advantage of low labor
and low materials costs during the 2008 -2011 recession. That allowed us to save
money on subcontractors, plants, excavation, cement, steel, glass, and more. But
that speed did put more pressure on the design team's process, resulting in having
to catch -up with design refinements. The net financial result, though, was more in
our favor than not.
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Civic Center & Park Project Close Out Accounting
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• There is great satisfaction in seeing how the community is using the civic center.
From visitors to the park (including the canine kind), to people pausing to look at the
view from the pedestrian bridge, to customers at the permit counter who no longer
have to go to multiple counters to pull a permit, to library patrons who have fully filled
in the new study carrels and who no longer have to struggle for parking, the Civic
Center is getting exactly the right kind of use — the use for which it was designed.
• While we gained significant economies of scale by combining five projects into one
(the five being the parks, the Central Library expansion, the parking structure, the
City Hall, and the pedestrian bridge), some in the community never fully realized nor
embraced that the project had become more than a city hall. This was despite the
45 or more public meetings held on the issue, multiple articles in the news media,
and multiple resident newsletters about it. As a result, some in the community
remain frustrated with the overall cost, as they think the project only involved a city
hall building. We understand that. We appreciate that residents and business
people are busy and many do not have the time or interest to follow every turn of
civic issues. Our hope is that, over time, community members will utilize and enjoy
their civic center and see that this was the right investment in the right project at the
right time.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
.&N5-phe�v(,F. Badum
Asst t City Manager
Attachment: A. Professional Services Agreement
B. Budget Amendment
AMENDMENT NO. SEVEN TO
PROFESSIONAL SERVICES AGREEMENT
WITH BOHLIN CYWINSKI JACKSON FOR NEWPORT BEACH CIVIC
CENTER & PARK DEVELOPMENT PLAN PHASE THREE
THIS AMENDMENT NO. SEVEN TO PROFESSIONAL SERVICES
AGREEMENT ( "Amendment No. Seven ") is made and entered into as of the 11th day of
June, 2013, by and between the CITY OF NEWPORT BEACH, a California municipal
corporation and charter city ( "City'), and BOHLIN CYWINSKI JACKSON, a
Pennsylvania corporation ( "Consultant'), whose address is 49 Geary Street, Suite 300,
San Francisco, CA 94108, and is made with reference to the following:
RECITALS
A. On November 24, 2010, City and Consultant entered into a Professional Services
Agreement ( "Agreement') for professional services for the third phase of the
Newport Beach Civic Center and Park Project, which consists of architectural
and consultant services for the Bidding and Construction Administration (CA)
Phases less Mass Excavation CA ( "Project').
B. On June 23, 2011, City and Consultant entered Amendment No. One to the
Agreement to increase the scope of work and increase the total compensation
( "Amendment No. One').
C. On August 22, 2011, City and Consultant entered Amendment No. Two to the
Agreement to increase the scope of work and increase the total compensation
( "Amendment No. Two ").
D. On September 24, 2011, City and Consultant entered Amendment No. Three to
the Agreement to increase the scope of work and increase the total
compensation ( "Amendment No. Three').
E. On November 22, 2011, City and Consultant entered Amendment No. Four to the
Agreement to increase the scope of work, extend the term to March 31, 2013,
and increase the total compensation ( "Amendment No. Four').
F. On February 27, 2012, City and Consultant entered Amendment No. Five to the
Agreement. to increase the scope of work and increase the total compensation
( "Amendment No. Five ").
G. On May 30, 2012, City and Consultant entered Amendment No. Six to the
Agreement to increase the scope of work and increase the total compensation
( "Amendment No. Six ").
H. City desires to enter into this Amendment No. Seven to increase the scope of
work and to increase the total compensation.
I. City and Consultant mutually desire to amend this Agreement, as provided
below.
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NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on November 24, 2010, and
shall terminate on September 30, 2013, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Section 2 and Exhibit A of the Agreement, as previously amended, shall be
supplemented to include the additional Services, which are attached hereto as Exhibit A
and incorporated herein by reference. Exhibit A of the Agreement, as amended, and
Exhibit A of Amendment No. Seven shall collectively be known as "Exhibit A." The City
may elect to delete certain tasks of the Services to be performed at its sole discretion.
3. COMPENSATION TO CONSULTANT
The introductory paragraph to Section 4 of the Agreement, as previously
amended, shall be amended in its entirety and replaced with the following: "City shall
pay Consultant for the Services on a time and expense not -to- exceed basis in
accordance with the provisions of this Section, Exhibit A of this Amendment No. Seven,
and the Schedule of Billing Rates contained in Exhibit B of the Agreement. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Four Million Nine
Hundred Ninety Four Thousand Three Hundred Fifty Seven Dollars and 00/100
($4,994,357.00.00) ( "Total Amended Compensation ") without prior written authorization
from City. No billing rate changes shall be made during the term of this Agreement
without the prior written approval of City."
3.1 The Total Amended Compensation reflects Consultant's additional
compensation for additional services to be performed in accordance with this
Amendment No. Seven, including all reimbursable items and subconsultant fees,
in an amount not to exceed Five Hundred Seventy Nine Thousand Six Hundred
Seventy Dollars and No /100 ($579,670.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement, as amended, shall remain unchanged and shall be in full
force and effect.
[SIGNATURES ON NEXT PAGE]
Bohlin Cywinski Jackson Page 210 of 46
IN WITNESS WHEREOF, the parties have caused this Amendment No. Seven to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY AT NEY'S OFFICE
Date:--
By:V ( m
Aaron C. Harp
City Attorney (1k
ATTEST:
Date:
in
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
Bv:
Keith D. Curry
Mayor
CONSULTANT: BOHLIN CYWINSKI
JACKSON, a Pennsylvania corporation
Date:
By:
Gregory R. Mottola
Vice President
Date:
By:
William D. Loose
Vice President / Treasurer
[END OF SIGNATURES]
Attachments: Exhibit A —
• Additional Services Proposal for Structural Engineering Associated with Changes to
the San Miguel Bridge, dated 2/21/12;
• Additional Services Re Sign Schedule, dated 2/22/12;
• Additional Services Proposal for Structural Engineering Associated with the San
Miguel Bridge Elevator Foundation, dated 7/12/12;
• Additional Services Structural Engineering associated with exisiting Library New
Clerestory Fagade, dated 7/16/12
• Additional Services re City Hall Kiosk, dated 8113/12;
• Additional Services Proposal for Alternate Landscape Feature, dated 8/31/12;
• Additional Services Proposal for Modifications to San Miguel Bridge, dated 10/16/12;
• Additional Services re Library Evacuation Signage, 10/25/12;
• Additional Services Proposal for Additional Signage Consultant Scope, dated
10/30/12;
• Additional Services Proposal for Library Clerestory Modifications, dated 11/5/12;
• Additional Services re Additional Site Visits, dated 12/13/12;
• Additional Services Proposal Landscape Architect Site Visits, dated 12/19/12;
• Additional Services Proposal Expenses for Architect Site Visits, dated 12/21/12; and
• Additional Services Proposal Architectural CA Services, dated 12/21/12
Bohlin Cywinski Jackson Page 3 11 or 46
EXHIBIT A
ADDITIONAL SERVICES PROPOSALS
Bohlin Cywinski Jackson Page A -1 12of46
Our ref 2085971JW
Steve Chaitow
Bolin Cywinski Jackson
49 Geary Street, Suite 300
San Francisco, CA
94103
February 21, 2012
Dear Steve
ARUP
560 Mission Street
Suite 700
San Francisco
CA 94105
United States of America
t +u 4t5 957 9445
f +l 415 957 9096
john.worley@arup.com
www.arupxom
NBCC &P Project - Additional Service Proposal
Structural Engineering Associated with Changes to the San Miguel Bridge
This letter provides an additional service fee proposal for Structural Engineering servtces
associated with the changes to the San Miguel Bridge. The addition of cladding of the
elevator walls, changes to the elevator wall lengths and heights, changes to grading around
the elevator tower, and addition of a stand -alone control room alter the approved structural
design and will be documented in a Field Order. The footprint of the elevator tower is
unchanged from the approved conformed set drawings for the purpose of this proposal.
Scope of `York
Structural tasks associated with this work include the following:
• Check the adequacy of the current concrete elevator tower structure and foundation
system to support increased vertical and lateral load due to the added weight of
proposed a cladding system. Complete any redesign that may result from this
check.
• Check adequacy of the steel beams cantilevered off the concrete elevator tower for
increased in cantilever distance due to cladding clearance. Complete any redesign
that may result from this check.
• Attain approval from the permitting authority.
Exclusions
The following items are excluded from Structural scope of services covered by this
proposal and will be design -build items:
• Any revisions to the footprint of the elevator tower.
Amp North America Ltd
13 of 46
20859701V
February 21, 2012 Page 2 of 2
• Support and attachment of the cladding to the concrete elevator tower.
• Design of the control room structure and its concrete foundation.
Schedule
We can start on this work immediately once we receive approval from the City for the
additional service. We anticipate completing the scope of work within five days from
receiving approval.
Fees
Our fee to complete the above scope of work is $3,000.
Terms and Conditions
We assume that this scope of work will be carried out under the same terms and conditions
as our existing work.
If you have any questions regarding this proposal please contact me.
Yours sincerely
John Worley, SE
Principal
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1524a Cloverfeld Blvd.
Santa Monica, CA 90404
T [310] 829 0900
proposal F (3101829 1859
www.phdia.com
Date:
Februay 22, 2012
To:
Bohlin Cywinski Jackson
Attn:
Steve Chaitow
From:
Randy Walker
Re:
Newport Beach Civic Center and Park
Page 1 of:
2
Hi Steve,
Randy @phdla.com
The following services are outlined describing the revisions of the sign schedule, sign location
plans /evacuation maps, and sign elevations requiring revised designs.
Thanks,
Randy Walker
15 of 46
Sign Schedule
Revise Room numbers and nomenclature on page 5, 6, and 7. (All page nos. from latest CD Package)
Sign Location Plan
Revise the sign location plans on page 9 and 10 and revise evacuation plans on page39 and 40 per the
new plans from BCJ Architects.
Sign Elevations
Revise elevations on page 26, 29, 57, 58, and 59.
ADDED FEE
Fees cover only the specific services and scope of work outlined. Fees do not include fabrication. Fees
for travel time and other services will be billed separately based on our hourly rates.
Project Manager 10 hrs. @$175 /hr $1,750.
Production 33.5 hr. @ $150 1hr. $5,025.
Total Fee $6,775.
Billing Rate Schedule
The following hourly rates will be used for optional or additional meetings and additional services billed
on a time and materials basis. -
Principal $225
Project Manager $175
Designer $150
APPROVED AND AGREED BY:
Steven Chaitow, Bohlin Cywinski Jackson
Randy Walker for Ph.D
Ph.D Proposal: Newport Beach Civic Center - Project Additional Work
Februay 22, 2012
Date
10/25/12 Page 2
16 of 46
Our rel 208597/JW
Steve Chaitow
Bohlin Cywinski Jackson
49 Geary Street, Suite 300
San Francisco, CA
941.03
July 12, 2012
Dear Steve
NBCC &P Project - Additional Service Proposal
ARUP
560 Mission Street
Suite 700
San Francisco
CA 94105
United States of America
t +1415 957 9445
r +1 415 957 9096
john.worley @amp.com
www.uup.com
Structural Engineering Associated with the San Miguel Bridge Elevator Foundation
This letter provides an additional service fee proposal for Structural Engineering services
associated with the San Miguel Bridge Elevator Foundation Redesign. Changes to
geotechnical requirements and unforeseen conditions of electrical high voltage lines led to
the need to redesign the elevator foundation so it does not extend beyond the footprint of
the elevator walls. These conflicts were documented in CW Driver RFI -1075. The
changes and additions will be documented in a Field Order and RFI response.
Scope of Work
Structural tasks associated with this work include the following:
• Review of potential conflicts between the foundation, electrical utilities, sidewalk,
shoring wall, etc.
• Review and integration of new geotechnical requirements based on the April 19 &
25, 2012 Memorandums & Addendums and skin friction and lateral pressure
capacities of the bedrock provided by Leighton.
• Redesign of the elevator foundation to accommodate conflicts.
• Provide drawings and details in the form of a Field Order and RFI response.
• Getting approval from the correct agencies.
Arup North America Ltd
FOYrvOnILW PE�E'a1W19pCF
17 of 46
2085971JW
July 12, 2012
Exclusions
Page 2 of 2
The following items are excluded from Structural scope of services covered by this
proposal. These items will be design -build items and /or items that should be coordinated
with the appropriate subcontractors by the general contractor:
• Gathering on -site as -built information of the locations of electrical vaults, conduit,
sidewalk, etc.
• Design of shoring and excavation.
Schedule
We can start on this work once we receive approval from the City for the additional service
and requested geotechnical information. We anticipate completing the scope of work
within five days of receiving approval and all requested information.
Fees
Our fee to complete the above scope of work will be $6,000.
Terms and Conditions
We assume that this scope of work will be carried out under the same terms and conditions
as our existing work.
If you have any questions regarding this proposal please contact me.
Yours sincerely
John Worley, SE
Principal
18 of 46
eu"d 2085971JW
Steve Chaitow
Bohlin Cywinski Jackson
49 Geary Street, Suite 300
San Francisco, CA
94103
July 16, 2012
Dear Steve
NBCC &P Project - Additional Service Proposal
ARUP
560 Mission Street
Suite 700
San Francisco
CA 94105
United States of America
t +1415 957 9445
f +l 415 957 9096
john.worley@arup.com
www.arup.com
Structural Engineering Associated with the Existing Library New Clerestory Facade
This letter provides an additional service fee proposal for Structural Engineering services
associated with the Existing Library New Clerestory Facade. In lieu of reusing the existing
Library clerestory windows, it was decided that an entire new facade be designed. The
new aesthetic design strategy will lead to changes in the approved structural steel design of
supports for clerestory facade and windows. These changes and additions will be
documented in a Field Order.
Scope of `York
Structural tasks associated with this work include the following which will be based on the
loads and requirements of the curtain wall and metal stud wall subcontractors:
• One day on -site meeting and observation of (E) conditions.
• Three shorter meetings with other disciplines and BCJ for coordination.
• Redesign of the structural steel supports for the clerestory windows and facade.
• Review of the as -built conditions of the (E) Library roof and structural steel for
new loads imposed on the structure.
• Provide drawings and details in the form of a Field Order.
I:sPMIWW200`-0]VPROJECT POA15v I4iR <i ILxUOF PROJE4T Flrv.W cNL FI1c3tYlb �
LONiPPCIS. W STS, FEEi�X9 4F£MOPo9}L91N9NE`N L ®R�RY LLFAESTOPY
FAGOEOOCR
Amp North America Ltd
19 of 46
20859i1M
A01 13, 2011 Page 2 of 2
Exclusions
The following items are excluded from Structural scope of services covered by this
proposal. These items will be design -build items and/or items that should be coordinated
with the appropriate subcontractors by the general contractor:
• Gathering on -site as -built information about the (E) Library building
• Design of the curtain wall, metal stud wall, and waterproofing systems and the
resultant loads to the structural components.
Schedule
Due to the schedule urgency, we have started and are close to completing this scope of
work.
Fees
Our proposed fee to complete the above scope of work is $16,000 and will be billed on a
time and materials basis.
Terms and Conditions
We assume that this scope of work will be carried out under the same terms and conditions
as our existing work.
If you have any questions regarding this proposal please contact me.
Yours sincerely
John Worley, SE
Principal
O. ECLAOmirvi3iRAilONan ]PRO]ECGGINnnC�LLFILES�Y]N�^ Ni A(.T9,
CO6L9. V£E9z%N FEEPROPoSALS� %S++Ety L'iPMflv0.EPE510PV GAf.MEDOC% 20 of 46
Proposal I Ph.D A Design Office
www.phdla.com
1102 Olympic Blvd
Santa Monica GA 90404
310 452 8200
Date:
August 13, 2012
'To:
Bohlin Cywinski Jackson
Attn:
Steve Chaitow
From:
Randy Walker randy @phdla.com
Re:
City Hall Kiosk Rear Panel - Project Credit Graphics
Page 1 of:
2
Steve,
The following services outline the additional design services to design project credit graphics for
the Civic Center on the City Hall Information Kiosk. We can piggyback this change with the
earlier change request I sent you on February 22, 2012.
Thanks,
Randy Walker
21 of 46
SCOPE OF WORK
PROJECT CREDIT GRAPHICS
PHASE I — Schematic Design /Design Development/
1. Prepare 2 conceptual signage designs of Kiosk back panel for conceptual design review
2. Prepare detailed developed sign designs and graphics elements
3. Prepare construction document of graphic design
4. Prepare sign specifications including materials, colors, and finishes
ADDED FEE
Fees cover only the specific services and scope of work outlined. Fees do not include fabrication
Fees for travel time and other services will be billed separately based on our hourly rates
Total Fee: not to exceed $1,500
Billing Rate Schedule
The following hourly rates will be used for optional or additional meetings and additional services
billed on a time and materials basis.
Principal $225
Project Manager $175
Designer $150
Production $125
APPLICABLE SALES TAX
Per Regulation 1540, digital files electronically transferred are not subject to California Sales Tax.
Previous Terms & Conditions Apply
Ph.D Proposal: Newport Beach Civic Center - Civic Center Project Credits 8/13/12 Page 2
22 of 46
10019ron
Peter Q. Bohim, FAIA
Bernard J. CNNinski, FAIA(1940 -2011)
Jon C. Jackson, FAIA
Frank W. Grauman, FAIA, LEER AP
William D. Loose, AIA
Cornelius J. Reid, III .AIA
Karl A. Backus. AIA
Gregory R. Moltola, AIA
C. Roxanne Sherbeck, AIA
Robert E Miller, AIA, LEED AP
Raymond S. Calabro, AIA
31 August 2012
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Alternate Landscape Feature
Additional Services Proposal (BCJ Project 08519D x11)
Dear Mr. Badum:
In the spring of this year it became apparent that the City would not be able to reach a contractual agreement with
the artist Patrick Dougherty, who had been budgeted to provide an important point of landscape art. In order to
maintain a point of landscape interest in the project, BCJ and PWP proposed a landscape feature at the
intersection of two site paths along the boundary between the wetland and the main entry to the Civic Center. After
seeing a schematic proposal of the idea, the City agreed that this idea was worth inclusion in the project. This
additional services proposal provides design and documentation services for this alternate.
Project Scope
The scope of this project will consist of PWP's generation, development and documentation of an alternate
landscape feature. This alternate will be based on the schematic idea proposed by PWP and approved by the City.
The idea features a specimen oak surrounded by a series of boulders of varying sizes, including some large
enough to serve as seating. Please see the attached proposal from PWP for additional scope detail.
BCJ will manage this process, and coordinate PWP's efforts with CW Driver and the City.
Schedule
There is no proposed change in schedule based on the scope described in this Additional Service.
Architecture Planning Interior Design 49 Geary Street, Suite 300
Wilkes- Barre/Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94108 -5555
415 - 989 - 2100 /Fax: 415- 989 -2101
23 of 46
Bohiin CyWinski Jackson
31 August 2012
08519D x 11
Page 2 of 2
Project Fee
This proposal is for a time - and - material fee, with a not -to- exceed amount of $9,960 based on the assumptions
below:
Services BCJ
6 hours
Senior Associate $160.00 per hour
$960
PWP
14 August 2012 proposal
$9,000
Reimbursables BCJ
To be billed under base project (08519D)
NA
PWP
To be billed under base project (08519D)
NA
Total
$9,960
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
Sincerely yours,
y
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
24 of 46
PWP LANDSCAPE ARCHITECTURE
PETER WALKER,FASLA
August 14, 2012
DOUGLAS FINDLAY
Steven Chaitow
DAVID WALKER
Bohlin Cywinski Jackson .
ADAM GREENSPAN
49 Geary St., Suite 300 -
San Francisco, CA 94108
SANDRA HARRIS
schaltow @bcf.COm
MATTHEW DONHAM
-
CHRIS DI,MOND, FASLA
Regarding: Proposal for Design Services and Construction Documentation Revisions
Related to the Daugherty Sculpture Replacement
Newport Beach Civic Center / BCJ901
JULIE CANTER
,b11CHAEL DELLIS
Dear Steve:
CONARD LINDGREEN
We request Additional Services related to the replacement of the Daugherty sculpture. These
JENNIFER SASSON
services include the following:
A. Provide Design Resolution services to identify an alternate design and prepare illustrative
CARMEN ARROYO
drawings.
JANET BEAGLE
B. Prepare a pricing package describing the scope of the design change and related details.
KAZUNARI KOBAYASHI
CORNELIA ROPPEL
C. REVISE the Construction Documents to incorporate the design revisions.
DORIS SCHENK
D Provide construction Field Services to field- select the boulder elements.
TAYA SHOUP
-
E. Provide on -site field services during regular site visit to locate and refine the boulder
JAY SNA.INTEK
locations.
STEVE TYCZ
We will provide these services on an hourly maximum basis not to exceed $9,000. We \AAll
invoice for these services on a percent complete basis.
Please contact us with any questions or comments.
Best Regards,
Doug Findlay
Copies to: Steve Tycz / PWP
Carmen Arroyo / PVVP
z: \bcV301 \dccs \pmpcs s%c df ac 12C814.doc
739 ALI STON WAY
BERKELEY, CA 94710
T 570.849.9494
F 510.849.9333
WY11N PWPLA.COM
25 of 46
rn
Bohlin Cywinski Jackson
Peter Q. Bohlin, FAIA
Bernard J. Cywinski, FAIA (1940.2011)
Jon C. Jackson. FAIA
Frank W. Grauman, FAIA, LEED AP
William D. Loose, AIA
Cornelius J. Reid, III AIA
Karl A. Backus, AIA
Gregory R. btottola, AIA. —
C. Roxanne Sher'oeck, AIA
Robert E. Miller, AIA, LEED AP
Raymond S. Calabro, AIA
16 October 2012
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Modifications to San Miguel Bridge
Additional Services Proposal (BCJ Project 08519D x12)
Dear Mr. Badum:
This additional service request addresses changes to the elevator shaft at the San Miguel bridge that were
requested by the City in the Construction Administration phase. During the design phase, the City and the design
team had agreed that the elevator shaft would be a cast -in -place concrete structure. This is the version that was
captured in the construction document set. In the early portion of this year, the Building Committee, upon
reflection, began to wonder whether a cast -in -place concrete structure would be the best option for the prominent
location the elevator occupies at the corner of Avocado and San Miguel. In addition, concerns began to arise from
the City, CW Driver and the design team regarding the quality of concrete work we might expect based on other
work seen on the site, further encouraging the City to consider alternates.
In response to these concerns, BCJ worked with the City and CW Driver through a series of options. These
included the base option of cast -in -place concrete, a patterned concrete option, a 'green screen' option (e.g. a
trellis and plantings), a metal -clad option and a stone -clad option. Each of these options was considered for
constructability (e.g. technical advisability and schedule impact), durability, cost effectiveness, relationship to the
project as a whole, and appeal to the City as an aesthetic choice. After a series of iterations in which BCJ
generated design drawings, worked with consultants on technical development, and with the City and CW Driver on
cost and schedule implications, BCJ created a presentation that was shown to the Building Committee on the 9" of
May. This presentation included elevations, perspectives, costs and a list of pros and cons for each option. Once
the Building Committee provided direction to proceed with the metal -clad option, BCJ then worked with Arup
structural on the development and documentation of the selected version.
Project Scope
The scope of this additional service consists of the design /research, development and documentation of an
alternate cladding for the San Miguel elevator shaft. Once an option had been settled on as described above, the
Architecture Planning Interior Design
49 Geary Street, Suite 300
Wilkes- Barre /Pittsburgh ,'Philadelphia /SeattlelSan Francisco San Francisco, California 94108 -5555
415- 999 - 2100 /Fax: 415 -989 -2101
26 of 46
Bohlin Cywinski Jackson
16 October 2012
08519D x 12
Page 2 of 3
design team developed the architectural details for the metal panel system itself, the addition of miscellaneous
metals to help accommodate the cladding, related waterproofing and flashing, as well as necessary modifications
to adjacent construction. Some examples of these modifications include changes to the shrouds around the
elevator doors and adjustments to guardrails and door thresholds to accommodate the increased wall thickness.
Structurally, Arup worked with BCJ to accommodate the additional loads imposed by the cladding, as well as the
increased cantilevered distances introduced with the increased wall thickness. At the same time, Arup provided re-
engineering services in response to unforeseen site conditions in order to help maintain project schedule (i.e. the
relocation of the conflicting utilities that were not shown as such in any survey information). Please see the
attached proposals from Arup for additional scope detail.
In addition to BCJ's design and documentation services described within this proposal, BCJ will coordinate Arup's
efforts with CW Driver and the City.
Schedule
BCJ defers to CW Driver on any proposed changes in schedule based on the scope described in this Additional
Service.
Project Fee
This proposal has been generated on an hourly fee basis, with a not -to- exceed amount of $22,675 based on the
assumptions below
Services
BCJ
20 hours
Senior Associate
10 hours
Staff 1
5 hours
Staff II
120 hours
Staff III
Arup
Arup
Reimbursables BCJ
Arup
Total
$160.00 per hour
$105.00 per hour
$85.00 per hour
$75.00 per hour
21 February proposal
12 July proposal
To be billed under base project (08519D)
To be billed under base project (08519D)
$3200
$1050
$425
$9000
$3,000
$6,000
NA
NA
$22,675
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
Sincerely yours,
27 of 46
Bohlin Cywinski Jackson
16 October 2012
08519D x 12
Page 3 of 3
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
28 of 46
Proposal I Ph.D A Design Office
www.phdla.com
1702 Olympic Blvd
Santa Monica CA 90404
310 452 8200
Date: October 25, 2012
To: Bohlin Cywinski Jackson
Attn: Steve Chaitow
From: Randy Walker randy @phdla.com
Re: NBCC- Library Evacuation signage in Existing Library
Page 1 of: 2
Steve,
The following services outline the additional design services for evacuation maps, location plan
revisions, and revisions to the sign schedule for the existing library.
Thanks,
Randy Walker
29 of 46
SCOPE OF WORK
1. Revise location plans
2. Revise sign schedule
3. Revise evacuation map design
ADDED FEE
Fees cover only the specific services and scope of work outlined. Fees do not include fabrication
Fees for travel time and other services will be billed separately based on our hourly rates
Project Manager 6 hrs. @$175 = $1,750.
Designer 12 hrs. @$150 = $1,800.
Total Fee: not to exceed $2,850.
Billing Rate Schedule
The following hourly rates will be used for optional or additional meetings and additional services
billed on a time and materials basis.
Principal $225
Project Manager $175
Designer $150
Production $125
APPLICABLE SALES TAX
Per Regulation 1540, digital flies electronically transferred are not subject to California Sales Tax.
Previous Terms & Conditions Apply
Ph.D Proposal: Newport Beach Civic Center— Civic Center Project Credits 10125/12 Page 2
30 of 46
Bohlin Cywinski Jackson
Peter Q. eoMin, FAIA
Bernard J. Cywinski, FAIA (1340 -2011)
Jon G Jackson, FAIA
Frank W. Grauman, FAIA, LEED AP
William D. Loose, AIA
Cornelius J. Reid, III AIA
Karl A. Backus, AIA
Gregory R. Module, AIA
C. Roxanne Snerback, AIA
Robert E. Miller, AIA, LEED AP
Raymond S. Calabro, AIA
30 October 2012
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Additional Signage Consultant Scope
Additional Services Proposal (BCJ Project 08519D x15)
Dear Mr. Badum:
As you and I discussed in recent months, in the course of the development of the signage package, PhD has
provided services beyond those described in their original services proposal. The additional work includes some
re -work in response to changes to the floor plans and some additional signage.
Project Scope
The scope of this additional service includes three separate additional efforts. The first concerns additional work
required by PhD in response to the revised plans we sent them that came about through the development of FF +E,
e.g. several offices and workstations were shifted. This resulted in the needs to re -import background drawings,
change schedules, revised sign elevations and update evacuation maps. The second adds project credit signage
to the kiosk in the customer service center. The third replaces several existing evacuation signs in the library. This
is in response to the need to accurately show the combined existing floor plan and addition on all evacuation signs
in the library, which required work beyond the official extent of work of the library addition. Please see the attached
proposal from PhD for additional scope detail.
BCJ will help coordinate this additional work with CW Driver and the City.
Schedule
There is no proposed change in schedule based on the scope described in this Additional Service.
Architecture Planning Interior Design 49 Geary Street, Suite 300
Nlilkes- Barre? Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94106 -5555
415 - 989 - 2100 /Fax: 415 -989 -2101
31 of 46
Bohlin Cywinski Jackson
30 October 2012
08519D x 15
Page 2 of 2
Project Fee
This proposal is for a time - and - material fee, with a not -to- exceed amount of $11,125 based on the assumptions
below.
Services BCJ
no charge
PhD 16 July proposal $11,125
Reimbursables BCJ To be billed under base project (08519D) NA
PhD To be billed under base project (08519D) NA
Total $11,125
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
Sincerely yours,
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
32 of 46
Peter Q. Bohlia, FAIR
Bernard J. Cyv /inski, FAIA (1940 -2011)
Jon C. Jackson, FAIA
Frank W. Graunaa, FAIA, LEED AP
William D. Loose, AIA
Cornelius J. Reid, III AIA
Karl A. Backus, AIA
Gregory R. Mattala, AIA
C. Roxanne Sherbeck, AIA
Robert E. Miller, AIA, LEED AP
Raynond S. Caiabro, AIA
5 November 2012
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Library Clerestory Modifications
Additional Services Proposal (BCJ Project 08519D x13)
Dear Mr. Badum:
In the design phase of the library addition, knowing that available drawings of the existing structure might not
accurately reflect actual built conditions, CW Driver performed some exploratory demolition at key locations. Based
on this information, the City, design team and CW Driver discussed the merits of various levels of reconstructing
the north elevation of the existing library above and around the library addition. All parties met at Arup's San
Francisco offices in the fall of 2010 to discuss the issue directly and came to the conclusion that removal and
replacement of the glass from the existing frames would be a cost - effective and logistically feasible way to re-
enclose the library. Earlier this year, when CW Driver began to demolish portions of the north elevation at the
existing library, they discovered that the actual installed conditions at and below the clerestory were significantly
different than that shown in the existing library constructions drawings. The actual construction was both unusual
(i.e. beyond the bounds of anything the team might have logically assumed) and not performing well. Among other
unusual approaches, the application of panels of stucco over a curtainwall framing system (along with missing
(lashings and sealants) helped explain why the existing library had been having problems with water infiltration
since its construction. Given these conditions, the City has made the decision to reconstruct the affected portions
of this elevation with systems and details that are more in line with current professional standards. This additional
services proposal provides architectural and structural design and design- assist -level documentation services for
these modifications.
Project Scope
The scope of this project will consist of design and construction observation services. The design services include
BCJ and Arup Structural researching and presenting alternate waterproofing strategies, as well as working
iteratively with the City, CW Driver and the window system subcontractor, AGA, to develop a revised design
scheme that will address the actual field conditions of the library's north elevation clerestory and work with their
system. These changes will include a new window system, the development of several new details to
Architecture Planning Interior Design 49 Geary Street, Suite 300
Wilkes- Barre / Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94108.5555
415- 989 - 2100 /Fax:415- 989 -2101
33 of 46
Bohlin CyWinski Jackson
5 November 2012
08519D x 13
Page 2 of 3
accommodate new construction as well as integrate with the adjoining existing construction. Since the new system
will vary from the existing, BCJ will also revise the layout of the elevations (windows and opaque portions of the
wall) and work with Arup on the engineering and new details needed to tie the new system back to the existing
structure. Three on -site meetings are assumed, as well as two off -site coordination meetings between BCJ and
Arup. Construction observation services will include review of submittals and field observations. It is assumed that
these observations can occur during regularly - scheduled site visits for the main project, thereby saving the
reimbursable expenses associated with additional site visits. Please see the attached proposal from Arup
Structural for additional scope detail.
In addition to the development and documentation of the architectural scope regarding this change, BCJ will
manage this process, and coordinate Arup's efforts with CW Driver and the City.
Schedule
BCJ defers to CW Driver on any proposed changes in schedule based on the scope described in this Additional
Service.
Project Fee
This proposal is for a time - and - material fee, with a not -to- exceed amount of $28,760 based on the assumptions
below:
Services BCJ
64 hours Senior Associate $160.00 per hour $10,240
24 hours Staff 1 $105.00 per hour $2,520
Arup 16 July proposal $16,000
Reimbursables BCJ To be billed under base project (08519D) NA
Arup To be billed under base project (08519D) NA
Total $28,760
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
34 of 46
Bohlin Cywinski Jackson
5 November 2012
08519D x 13
Page 3 of 3
Sincerely yours,
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
35 of 46
PWP LANDSCAPE ARCHITECTURE
PETER WALKER, FASLA
DOUGLAS EINDLAY
DAVID WALKER
ADAM GPEENSPAM
SANDRA HARRIS
CHRIS DIMOND, FASLA
JUUE CANTER
December 13, 2012
Steve Chaitow
Bohlin Cywinski Jackson
schaitow@bcj.com
Regarding: Additional Site Visits
Newport Beach City Hall / BCJ901
Dear Steve:
CONARD LINDGREN
As discussed yesterday, we have outlined this revised request for additional field visits. This
AY svdnwrEK request supersedes our letter of August 31, 2012. These additional visits are required so we
can observe and participate in the extended landscape construction schedule.
MICHAEL DELLIS
The services to be provided for the fees identified below are as follows:
COLLIN JONES
JENNIFER SASSON 1. PWP will provide 17 additional one -day site visits (in addition to those identified within our
current contract). PWP will expend those additional site visits through March, 2013.
CARMEN ARROYO 2. The subconsultant fees and services will remain as outlined within our original contract
Best regards,
Doug Findlay
DF /jb
Copies to: Conard Lindgren / PWP
Steve Tycz / PWP
739 ALLSTON WAY Carmen Arroyo / PWP
Z'1BQI1�ADUCCe0. DF SC 121213 hco
BERKELEY_ CA.94710
1 510 945.9494
F 519.945.9333
WORN PWPLA,COM
36 of 46
We will continue to invoice against that allowance for PWP and subconsultant services.
JANET BEAGLE
KAZUNARI KOBAYASHI
3. The construction observation travel and reimbursable expense allowances Will remain as
currently identified within our contract. We will continue to invoice against these
SU -JUNG PARK
allowances.
SANDY REED
The proposed professional fees for these additional 17 visits is $69,000. These fees will be
CORNELIA ROPPEL
invoiced on a time and materials basis each month, plus any subconsultant related fees,
DORIS SCHENK
project expenses, and travel costs.
STEVE TYCZ
Please Call With any questions.
Best regards,
Doug Findlay
DF /jb
Copies to: Conard Lindgren / PWP
Steve Tycz / PWP
739 ALLSTON WAY Carmen Arroyo / PWP
Z'1BQI1�ADUCCe0. DF SC 121213 hco
BERKELEY_ CA.94710
1 510 945.9494
F 519.945.9333
WORN PWPLA,COM
36 of 46
rl
B-Ohlin Cywinski Jackson
Peer e. Solaro. FAIA
3e(nard J. Cy- ,,Mskd, FAIA ( 1040.20! ti
Jon C. Jackson. FAIA
'.-e k'vV. G'avrtear. FAIA, ';..E--D AP
Yd „;s C. -Seca. AIA.
ae;.CIAIA.
eac% �s, Avg.
3aegory R. rd:;eaia, AIA
Robed E. Mll er.. ALA, I.EED AP
Hiiveicmd 9. Camb,n, AIA
19 December 2012
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Additional Landscape Architect Site Visits
Additional Services Proposal (BCJ Project 08519D x14)
Dear Mr. Badum:
When PWP developed their proposal for Construction Administration services, they included a specific number of
site visits. As their proposal noted, they based the number on some key assumptions, including that they would be
able to review many portions of the project at once while on site. They had included 23 person trips for themselves
as well as 10 additional trips for their consultants. In practice the schedule of their site visits has become tighter
based on the need to be on site when smaller segments of the overall project require their review. In additional
there have been some portions of the landscape scope that did not go as planned, also requiring additional site
visits from PWP.
Project Scope
The scope of this additional service will consist of additional site visits, along with associated field reports.
Anticipating a schedule of visits from now through the end of the project, PWP has proposed an additional
person visits to the site /nurseries. Please see the attached proposal from PWP for additional scope detail.
BCJ will help coordinate these additional site visits with CW Driver and the City.
Schedule
There is no proposed change in schedule based on the scope described in this Additional Service.
Project Fee
This proposal is for a time - and - material fee, with a not -to- exceed amount of $69,000 based on the assumptions
below.
Architecture Planning Interior Design 49 Gear/ Street, Suite 300
'Ali lkes- Sarre /Pittsburgh /Philadel phi a /Seattle /San Francisco San Francisco, Cairornia 94108 -5555
415 - 989 - 2100 /Fax: 415 -989 -2101
37 of 46
Bohlin Cywinski Jackson
19 December 2012
08519D x 14
Page 2 of 2
In an effort to economize, this proposal assumes that PWP will be able -to use three of the site visits they had
allotted for consultants as their own. It also includes only the cost of the person's time, not the cost of additional
reimbursables. BCJ will not be requesting any additional services as part of this proposal.
Services BCJ
no charge
PWP 13 December 2012 proposal $69,000
Reimbursables BCJ To be billed under base project (08519D) NA
PWP To be billed under base project (08519D) NA
Total $69,000
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
Sincerely yours,
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
i -"A/
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
38 of 46
Bohlin Cywinski Jackson
P9to, Q RgN!n. FAIA
artl J. C Aioi kl. FAIA N940.2011)
,Jon C ,jacksun. FAIR
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AsA
Robert N1 o%A4 LEE01 AP
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21 December 2012
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Additional expenses for Architect Site Visits
Additional Services Proposal (BCJ Project 08519D x16)
Dear Mr. Badum:
As you and I discussed earlier this month, BCJ's construction administration (CA) expenses budget was developed
in conjunction with the construction schedule as provided to the team. As I mentioned in our conversation, BCTs
CA expenses budget will be exhausted at roughly the end of 2012. In order to accommodate for the schedule
extension between then and the end of the project, BCJ is providing this proposal for the expenses that will be
incurred.
Project Scope
Based on the anticipated remaining weeks of the project, we have developed a proposal for the related expenses.
While there is an amount for expenses such as printing and mailings, the majority of the total is for project - related
travel. The travel- related unit costs have remained as proposed in the base proposal. Please see Exhibit A for
additional detail.
Schedule
This proposed additional service assumes that all travel will complete by the second week of April, 2013.
Project Fee
This proposal is for reimbursables only, with a not -to- exceed amount of $123,150.
Architecture Planning Interior Design 49 Geary Street, Suite 300
Wilkes -Barre /Pittsburgh /Philadelphia /Seattle/San Francisco San Francisco, California 94108 -5555
415- 989 - 2100 /Fax: 415 -989 -2101
39 of 46
Bohiin Cywinski Jackson
21 Dec 2012
085190 x 16
Page 2 of 2
Services BCJ no charge in this proposal
Reimbursables BCJ as an extension of the reimbursables from 08519D $123,150
Total
$123,150
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
Sincerely yours,
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
40 of 46
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
21 December 2012
08519D x 16
EXHIBIT A
Project Name: Project No.
Date:
NEWPORT BEACH CIVIC CTR+ PARK - CA 08519D x16
12/21/2012
ADDITIONAL REIMBURSABLE EXPENSES ESTIMATE
ATTACHMENT (to proposal)
Item No.
Description
Amount/
No. of
CA Phase
Remarks
Person
Days /
Additional
Miles
Total
BCJ Travel Expenses per 4 -Day Trip
1
Transportation to /from airport in SF
$45.00
2
$90.00
2
Cab fare / car rental
$75.00
4
$300.00
3
Food
$75.00
4
$300.00
4
Hotel per night
$240.00
4
$960.00
5
Plane Fare (see Note 1)
$500.00
1
$500.00
Total per person per two day trip
$2,150.00
BCJ Travel Expenses per 3 -Day Trip
1
Transportation to /from airport in SF
$45.00
2
$90.00
2
Cab fare / car rental
$75.00
3
$225.00
3
Food
$75.00
3
$225.00
- 4
Hotel per night
$240.00
3
$720.00
5
Plane Fare (see Note 1)
$500.00
1
$500.00
Total per person per two day trip
$1,760.00
BCJ Travel Expenses per 2 -Day Trip
1
Transportation to /from airport in SF
$45.00
2
$90.00
2
Cab fare / car rental
$75.00
2
$150.00
3
Food
$75.00
2
$150.00
4
Hotel per night
$240.00
2
$480.00
5
Plane Fare (see Note 1) -
$500.00
1
$500.00
Total per person per two day trip
$1,370.00
BCJ Travel Expenses per 1 -Day Trip
1
Transportation to /from airport in SF
$45.00
2
$90.00
2
Cab fare / car rental
$75.00
1
$75.00
3
Food
$75.00
1
$75.00
4
Hotel per night
$240.00
1
$240.00
5
Plane Fare (see Note 1)
$500.00
1
$500.0 0
Total per person per one day trip
$980.00
BCJ TRAVEL REIMBURSABLE EXPENSES
PER PHASE
Bidding -CA PHASES
CA
184 -day trips
$2,150.00
18
$38,700.00
CA
26 3 -day trips
$1,760.00
26
$45,760.00
CA
11 2 -day trips
$1,370.00
11
$15,070.00
CA
191 -day trips
$980.00
19
$18,620.00
Additional Trips (If Required)
People X
No. of Trips
All Expenses for additional trips would be
NIC
NIC
NIC
Additional Services
41 of 46
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
21 December 2012
08519D x 16
EXHIBITA
Project Name: Project No.
Date:
Note 1:Reimbursable expenses include the following:
NEWPORT BEACH CIVIC CTR + PARK - CA 085190 x16
12121/2012
ADDITIONAL REIMBURSABLE EXPENSES ESTIMATE
- All expenses for telephone /fax, video conferencing, postage, handling, delivery (regular and
ATTACHMENT (to proposal)
express) between BCJ, BCJ's Consultants, the Owner, the Contractors and others involved in the
Item No.
Description -
Amount/
No. of
CA Phase
Remarks
over any fare increases that may occur during the term of this agreement, BCJ will require
Person
Days /
Additional
eclimm fV In f Indirnfod ho in
Nate 3: If this additional projected amount for BCJ reimbursable expenses is exceeded, (i.e. due to
revisions to the quantity of or schedule for BCJ meetings /presentations, changes to costs upon
Miles
Total
dollar amount will be increased based on an updated projection of reimbursable expenses. All
BCJ ESTIMATED TOTAL FOR
$118,150.00
TRAVEL/LODGINGIMEALS (SEE NOTE 2)
BCJ TOTAL INITIAL REIMBURSABLE
$5,000.00
EXPENSES ESTIMATE FOR
REPRODUCTION, PRINTING,
TELEPHONE /FAX, MAIL (REGULAR AND
EXPRESS), PHOTOS /PRINTS PER BCJ
PROPOSAL
TOTAL DESIGN PROFESSIONAL TEAM 123,150.00
INITIAL REIMBURSABLE EXPENSES
ESTIMATE (see Note 3)
Upon Receipt of the City of Newport Beach's written authorization to proceed, BCJ will commence this work.
END OF EXHIBIT A
42 of 46
Notes:
Note 1:Reimbursable expenses include the following:
- BCJ transportation, lodging and expenses for all travel between their offices and the job site.
- BCJ expenses for all reproduction and printing.
- All expenses for telephone /fax, video conferencing, postage, handling, delivery (regular and
express) between BCJ, BCJ's Consultants, the Owner, the Contractors and others involved in the
project.
Note v c e costs are estimated Note 2: Plane fare costs are estimated based on minimum two week advanced notice to BCJ of all
meeting dates and on ticket purchases being non - refundable. In addition, as BCJ has no control
over any fare increases that may occur during the term of this agreement, BCJ will require
reimbursement for any additional casts that may occur due to future fare increases in excess of the
eclimm fV In f Indirnfod ho in
Nate 3: If this additional projected amount for BCJ reimbursable expenses is exceeded, (i.e. due to
revisions to the quantity of or schedule for BCJ meetings /presentations, changes to costs upon
which the initial projections were based, scope of services changes, etc.) this initial not -to- exceed
dollar amount will be increased based on an updated projection of reimbursable expenses. All
reimbursable expenses will be billed at a multiple of 1.10 times the expenses incurred.
Upon Receipt of the City of Newport Beach's written authorization to proceed, BCJ will commence this work.
END OF EXHIBIT A
42 of 46
rflin Cywinski Jackson
Fen;! f7. qo FAll",
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JGn 0,'Eckson. F.AIA
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u. I Imm AIA.
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r7ar:r[r.:d S. i.2ieJ; a. A!A
21 December 2012
Mr. Steve Badum, Assistant City Manager
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519D
Subject: Additional architectural CA services
Additional Services Proposal (BCJ Project 08519D x17)
Dear Mr. Badum:
Per our recent conversation, BCJ's construction administration efforts were developed based on the provided
project schedule which was forecast to be complete by the end of this calendar year. As you know, the current
forecast if for a mid -April completion. In order to accommodate for the schedule extension between the end of this
year and the end of the project, BCJ is providing this proposal for the additional effort that will be required.
Project Scope
As you and I have discussed, BCJ has been working for the majority of the Construction Administration phase at a
monthly loss, i.e. BCJ has not been billing for all hours invested in the project. We have chosen to do this in order
to provide a level of service that we feel you as the client deserve, as well as help you get the project that will serve
the City well for years to come. In our proposal here, we are requesting an amount that will cover some of our
efforts, but not all. We are willing to continue to take monthly losses to help make sure this project has the
guidance it needs at this important end phase. As you and I covered, this includes the use of our original 2009
billing rates and staff positions. Please see Exhibit A for additional detail.
Schedule
This proposed additional service assumes that all construction administration efforts will complete by the second
week of April, 2013.
Project Fee
Architecture {Tanning Interior Design 49 Geary Street, Suite 300
Wilkes- Barre / Pittsburgh !Philadelphia /Seattle /San Francisco San Francisco, California 94108 -5555
415- 989 - 2100!; ax: 415- 989 -2101
43 of 46
Bohlin CY11Vinskl Jackson
21 December 2012
08519D x 17
Page 2 of 2
This proposal is for a time - and - material fee, with a not -to- exceed amount of $315,000. Please see Exhibit A for a
breakdown of hours.
Services BCJ
Reimbursables BCJ
Total
$315,000
no charge in this proposal
$315,000
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the
realization of this exciting project. Please contact us if you have any questions or need additional information.
Sincerely yours,
BAIT
eo
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
44 of 46
Hours and Fee for Newport City Hall Project - extended CA Phase
City Hall Bld s
Rate
$ /hr Hours
Architectural
Principal
1 $2851
8
Senior Associate
$160
465
Associate
$125
285
Staff 1
$105
0
Staff 2
$85
1650
Office
$75
450
Stephen G. Badum, P.E.
21 December 2012
08519D x17 Extended CA services ExhibitA/ Page
Prkn Review Libra Addition : Site I IPedestrian Bride C Union Fit -out' Totals
Hours Hours Hours Hours Hours Hours
0 15 0 0 g23 53
23 33 15 6 545
0 285 0 0 593
0 75 1,931
8 594
Architectural Fees $294,713 $3,600 $67,718 $7,200 $7,898
less agreed -to reduction
proposed fee:
$3,660 $384,788
- $69,788
$315,000
45 of 46
City of Newport Beach NO. BA- 13BA -046
BUDGET AMENDMENT
2012 -13 AMOUNT: $s,8ss,s7o.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND �X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
qX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations in the amount of $6,856,670 from unappropriated Civic Center fund
balance to close out the accounting of the Civic Center and Park Proiect.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE Amount
Fund Account Description Debit Credit
410 3605 Civic Center Fund - Fund Balance $6,856,670.00 *
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITUREAPPROPR/ATIONS (3603)
Description
Signed: Wc
Signed:
Signed:
Approval:
City Council Approval: City Clerk
Automatic
$6,277,000.00
$579,670.00
Date
� -S 13
Date
Date
46 of 46
Description
Division
Number
7410
City Hall Construction
Account
Number
C1002030
Civic Center Construction
Division
Number
7410
City Hall Construction
Account
Number
C1002009
City Hall New
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed: Wc
Signed:
Signed:
Approval:
City Council Approval: City Clerk
Automatic
$6,277,000.00
$579,670.00
Date
� -S 13
Date
Date
46 of 46